JAMBOREE 2025 - OVERVIEW OF ROLE RESPONSIBILITIES

Communications will follow traditional Girl Guide methods ie Patrol system. Following gives a basic overview of which member of the Leadership Team has responsibility for various areas and a brief outline of the tasks assigned.

Who are the members of the Jamboree 2025 Executive Committee?

Jamboree Executive Committee
  • Chair – Girl Guides NSW, ACT & NT State Commissioner
  • FC member or representative
  • CEO & staff representative
  • Board Risk Committee member
  • GGA Representative
  • GGA NSW ACT NT Outdoors Lead
  • Board Director
Attendees:
  • Event Leaders In-charge
  • Risk Manager

Who are the members of the Jamboree 2025 Event Leadership Team?  
  • Leader in Charge - Chair of Program and Camping
  • Leader in Charge - Chair of Site and Services
  • Jamboree Event Treasurer
  • Team Managers – Administration, Program, Equipment, International, Catering, First Aid, Welfare & Wellbeing, Hygiene, Risk & Security, PR/Marketing, Sustainability & Environment, Access & Inclusion Support, Logistics, Transport,
  • Group Leaders attend specific meetings as required
  • Staff Representative

Guide House Team

  • Development of Jamboree Brand / PR and Marketing strategy and collateral in consultation with Leader/s in Charge/Jamboree Executive Committee (LIC/JEC) support the execution in conjunction with the Jamboree Event Leadership Team
  • Liaise with LICs /PR Manager and the Jamboree Event Leadership Team re ongoing and on-site PR/Marketing
  • Manage the marketing and communications plan in conjunction with LICs and the Jamboree Event Leadership Team
  • Development of partnership and sponsorship strategy and plan in consultation with LICs/JEC and support the execution in conjunction with the Jamboree Event Leadership Team
  • Manage Partnerships/Government relations/sponsorships and related contracts in consultation with JEC/LIC
  • Manage the database, registrations and all associated administration and compliance in accordance with Girl Guides NSW, ACT & NT Policies and Processes and provide associated reporting as required
  • Manage the overall finances and budget in accordance with GGA NSW, ACT & NT Policies and Processes including payments, reimbursements, fees, and other finance related matters in conjunction with the Jamboree Event Treasurer and provide associated reporting as required,
  • Provide the Guide Shop/Retail related to Girl Guide items
  • Oversight of risk, compliance, first aid health and welfare management
  • Oversight and support of procurement of goods and services related to the event
  • Dispute resolution and assistance with supplier management and performance
  • Manage contact for parent queries not covered in FAQ provided to SGGO (until Group Leaders are active)

Jamboree Executive Committee (JEC)

  • Ensure governance structure is precise and clearly defined – all Team Managers/Group Leaders aware of structure
  • Oversight and review of Policies to ensure fit for purpose for the event and recommendation to the Board of additional Policies that may be required
  • Ensure point of contact for Jamboree queries from SGGO
  • Ensure contact for State Liaisons
  • Oversee and monitor overall Risk of Jamboree 2025
  • Oversee and monitor financial performance against budget
  • Ensure contingency and emergency planning is appropriate

  • Leader in Charge - Program and Camping
    • Day to day on-site line management of Program and Camping through Team Managers and Group Leaders
    • Attend Event Leadership Team meetings, Jamboree Executive Committee, Team and on-site meetings as required
    • Liaise with Team Managers: Program, International, First Aid, Welfare & Wellbeing, Access & Inclusion Support, Central Group Leader and Group Leaders
    • Support Team Managers throughout planning and execution of Jamboree 2025
    • Assist Team Managers to appoint Activity Coordinators for specific tasks within each team
    • Ensure Team Managers are monitoring the budget allocated to their area of responsibility
    • Liaise with Program Team Manager to arrange Ceremonies – opening, closing, campfire etc
    • Manage risk and financial management of camping and daily activities - ensure all assessments are evaluated and reviewed as planning progresses
    • Ensure International Team Manager is monitoring care of International visiting Guides and Leaders
    • Ensure International, Transport and Logistics Team Managers are organised for hospitality re pre/post camp homestays by Internationals
    • Ensure Central Group Leader is aware of program requirements when staffing from the Central Group
    • Ensure First Aid and Welfare & Wellbeing Team Manager/s have appropriate information of youth and adults attending
    • Ensure Access & Inclusion Support Manager has appropriate information of youth and adults attending
    • Ensure Team Managers complete their sections of the Jamboree Planning Check sheet and provide copies to Administration Team Manager
    • Liaise with Logistics and Transport Team Managers re allocation of activities and movements of participants around site for program
    • Manage tasks that arise during Jamboree 2025 within areas of responsibility
    • Ensure reports are received from Team Managers in a suitable time frame to provide a Program & Camping Report to Jamboree Executive Committee by the time required.

    • Day to day on-site management of Site and Camp Services through Team Managers and Group Leaders
    • Liaise with Team Managers: Catering, Equipment, Security, Hygiene, Logistics, Transport, Sustainability & Environment, Logistics, Central Group Leader and Group Leaders
    • Attend Event Leadership Team meetings, Jamboree Executive Committee, Team and on-site meetings as required
    • Support Team Managers throughout planning and execution of Jamboree 2025
    • Assist Team Managers to appoint Activity Coordinators for specific tasks within each team
    • Ensure Team Managers are monitoring the budget allocated to their area of responsibility
    • Ensure Hygiene Team Manager has arranged - Toilets, Showers, Cleaning, Garbage
    • Ensure Catering Team Manager has arranged all food and non-food deliveries to be made to site prior to camp and within a designated time during Jamboree 2025
    • Ensure that special diets are appropriately managed, and that risk of contamination is mitigated
    • Ensure Risk & Security Team Manager – has full details of all requirements for on- and off-site security
    • Risk and financial management of areas of responsibility – ensure all assessments are evaluated and reviewed as planning progresses
    • Assist Catering Team Manager to appoint volunteers for Coffee shops of Adults / Youth Cafes
    • Appoint Leaders to facilitate girls and leaders in Swap tents – badges and swaps
    • Ensure Catering Team Manager liaises with Coordinator Hospitality re onsite visitors, morning tea and guest management
    • Ensure Logistic Team Manager appoints coordinators to support bump in and bump out activities
    • Assist Transport Team Manager to appoint Coordinators for Transport Management for arrival and departure from site
    • Assist Transport Team Manager to appoint Coordinators for Transport movement of participants during Jamboree 2025
    • Ensure Team Managers complete their sections of the Jamboree Planning Check sheet and provide copies to Administration Manager
    • Ensure Catering Team Manager / Central Group Leader has arranged Central Group caterers
    • Ensure Catering Team Manager appoints specific Coordinator to manage special diets
    • Ensure Equipment Team Manager has suitable marquees for Retail – on site shop – Guide items, Jamboree specific, emergency supplies, ‘gimmick’ Jamboree, Leader wellbeing and weather contingencies
    • Assist Equipment Team Manager to prepare a list of all camping items required, to be distributed to Girl Guides NSW, ACT & NT Regions in 2024. Exact equipment to be listed and instructions to tagging and branding to ensure equipment is returned to region borrowed from at the end of Jamboree 2025
    • Ensure Catering Team Manager provides Equipment Team Manager with a list of all items required in Sub Camp Patrol box to enable caterers to prepare each meal for 46 people with minimum difficulty. This list to also be provided to Regions requesting to borrow full patrol boxes.
    • Ensure Hygiene Team Manager has arranged appropriate numbers of toilets, showers, garbages and managed the cleaning and maintenance of same.
    • Manage tasks that arise during Jamboree 2025 within area of responsibility
    • Ensure reports are received from Team Managers in a suitable time frame to provide a Site and Services Management Report to the Jamboree Executive Committee within the timeframe required.
    • Liaise with site management, ensure all available buildings are also booked for use

    Both Leader In Charge’s Responsibility

    • Attend Event Leadership Team meetings<
    • Attend Jamboree Executive Committee meetings to update and provide reporting on area of responsibility
    • .Ensure Risk & Security Team Managers have prepared Risk Assessment of Planning phase of Jamboree
    • Ensure participatory decision making is used during meetings
    • Ensure integrity and monitor fit for purpose database – Administration Team Manager will be point of contact
    • Liaise with Team Leaders to ensure Code of Conduct is observed and On-Site Agreement is appropriate for event
    • Ensure communications guidelines during the planning and execution of Jamboree 2025 are clearly advised
    • Ensure approved branding is utilised at all times
    • Provide monthly written information (more often as required) updates to SGGO to ensure correct information is provided from queries made direct to the states.
    • Provide oversight for the Team Managers
    • Ensure contact is maintained between PC and Group teams
    • Mentor / support planning teams to ensure they are managing their role
    Both Leader in Charge are encouraged to consider appointing a 2IC and/or a Personal Assistant/s.
    Personal Assistants to LICs (PAL) (optional roles appointed by Leaders in Charge)
    • Provide assistance, as appropriate, to Leaders in Charge
    • Be aware of meeting requirements of Leaders in Charge and assist them to attend with appropriate information during the planning and execution of Jamboree 2025
    • Be aware of location of Leaders in Charge throughout the Jamboree 2025

    TEAM MANAGERS – ALL will attend Event Leadership Team meetings (f2f or via online link)

    (tasks & responsibilities – include but not limited to below)
    Note 1: Team Managers will carry out Risk Assessments and monitor Budget in their areas of responsibilities
    Note 2: Central Group Leader will also roster Central (all below) leaders to specific areas at peak times ie more assigned to Transport when girls leaving site etc. Also, will roster Central Leaders across teams to ensure no participant finds they are doing same task every day.
    Note 3: Team Managers will keep relevant records and provide a report at the end of Jamboree 2025
    Note 4: Team Managers will arrange and meet with members of their own teams and provide a report to relevant Leader in Charge
    Note 5: Team Managers will liaise with relevant Leader in Charge throughout planning and execution of Jamboree 2025

    Administration Team Manager (Sits under both Leaders in charge)

    • Support Leaders in Charge during planning and execution of Jamboree 2025
    • Liaise with Leaders in charge and Guide House to support the Jamboree database records
    • Record minutes of Event Leadership Team meetings and distribute with LICs within 1 week.
    • Prepare and Distribute agenda for Event Leadership Team meeting – input from LICs
    • During Jamboree 2025 - manage all requests for basic information from parents during Jamboree 2025 – ensuring Group Leaders are advised as appropriate – record all contacts in Jamboree 2025 day book
    • Manage all aspects of Jamboree office during Jamboree 2025
    • Ensure Partnership/Sponsorship Coordinator has details re possible contacts from activity/service providers
    • Liaise with Guide House, LICs, Jamboree Event Treasurer to ensure records are correctly and accurately maintained
    • Liaise with Transport/Logistics Team Managers re database of travel arrangements for all participants
    • Develop and maintain files for any forms required from all participants
    • Develop and maintain files from all Teams for Admin during Jamboree 2025
    • Ensure meetings during Jamboree 2025 have agendas and minutes for records

    Risk & Security Team Managers

    • Review and assess fitness of current Risk policies and practices specific to Jamboree, and provide any recommendations for amendments or additional policies to the Jamboree Executive Committee through the LICs
    • Prepare a folder of possible situations and response – liaise with Security Team Manager
    • Liaise with Jamboree Executive Committee
    • Monitor teams to ensure Risk Assessments (RA) are carried out for every activity/situation
    • Ensure identified meeting rooms secured to enable confidential/private conversations in order to manage risk and specific matters with sensitivity.
    • Ensure WHS considerations throughout event.
    • Ensure Group Leaders prepare RA for each Group
    • Ensure RA for general site is available
    • Ensure Group Leaders have copy of overall risk information for activities
    • Roster Security team to security tasks listed below
      • Provide 24 hr security at main entry/exit points
      • Provide security at exit points when girls leaving site etc
      • Provide mobile security throughout the site
      • Liaise with Group Leaders as required

    Jamboree Event Treasurer

    • Liaise with Finance Manager and LICs to prepare Budget for Jamboree 2025
    • Maintain budget throughout the planning and execution of the event at the team level
    • Provide report for, and attend, Event Leadership Team meetings and to JEC as required
    • Liaise with Finance Manager for financial management and reporting
    • Review and Approve reimbursements to volunteers in consultation with LICs and/or Team Managers
    • Review and Approve refunds to participants in consultation with LICs
    • Review and approve reimbursements to members of Jamboree Event Leadership Team members in consultation with LICs

    PR / Marketing Team Manager

    • Liaise with Guide House Communications and Marketing team and assist to develop and activate the marketing, PR and communications plans for Jamboree
    • Ensure correct branding is utilised at all times
    • Manage on site newsletter during Jamboree
    • Manage photos and posts on Group Facebook or other social media pre and during Jamboree

    Sustainability & Environment Team Manager

    • Liaise with Environment staff at venue during planning of Jamboree 2025
    • Liaise with GGA NSW, ACT & NT Sustainability Lead
    • Ensure all aspects of planning for Jamboree 2025 meet the criteria as advised by EPA or other authorities such as ban on single use plastics.
    • Liaise with relevant Team Managers and other leadership to promote end-to-end zero waste approach and practices in all aspects.
    • Provide practical support to considerations to reduce carbon footprint of Jamboree 2025, this may include reviewing opportunities to offset activities, and minimise environmental impact.

    Access & Inclusion Support Team Manager

    • Liaise with LICs to ensure all aspects of Jamboree 2025 are assessed for Access & Inclusion Support
    • Manage a quiet/time out area
    • Liaise with onsite First Aid Team Manager
    • Speak with parents/carers where appropriate prior to camp
    • Provide support as required to Group/Sub-camp First Aiders
    • Facilitate the inclusion of ,embers with disabilities and additional support needs into the Jamboree Program and Event.
    • Provide resources for Leaders that support the inclusion of Members with disabilities and additional support needs into event
    • Provide advice on risk assessment and risk management planning in relation to Members with disabilities and additional support needs
    • Advise on current health and safety requirements for Members with disabilities and additional support needs

    Program Team Manager

    • Assign team members to specific tasks – day leaders to be integrated into teams where practical
    • Appoint Activity Coordinator for Onsite activities – traditional Jamboree + site specific
    • Appoint Activity Coordinator Off site – chosen special activities (cost specific)
    • Ensure all activities are detailed on Activity Planning Schedule and provided to Administration Team Manager fix
    • Appoint Activity Coordinator for Ceremonies – opening, closing
    • Appoint Activity Coordinator for night activities
    • Provide costs for budget
    • Appoint further Activity Coordinators or assign activities to Coordinators as necessary
    • Liaise with Group Leaders and team Program staff
    • Organise fixed On site activities – during event – ie inflatable park, climbing walls etc.
    • Prepare full program for inclusion in camp program
    • Liaise with Partnership/Sponsorship coordinator re activity providers
    • Liaise with Guide House re partnerships, activity providers and other program contracts and support arrangements

    First Aid Team Manager

    • Maintain on site first aid room
    • Liaise with Group Leaders and team First Aid staff
    • Liaise with Access & Inclusion Support Team Manager
    • Provide costs for budget
    • Prepare paperwork for Group FA
    • Roster staff in FA centre throughout Jamboree 2025
    • Ensure FA kits provided
    • Manage database and accurate record keeping of all treatment provided
    • Ensure information on requirements of youth and adults with disabilities and additional support needs is clear – see Access & Inclusion Support Manager
    • Maintain records of special medical/dietary/cultural needs related to Health and liaise with Catering Team Manager, Welfare & Wellbeing Team Manager and Access & Inclusion Support Team Manager.
    • Ensure preventative measures (water, suncream etc) are provided throughout campsite

    Welfare & Wellbeing Team Manager

    • Create a specific place on site for wellbeing with appropriate resources
    • Liaise with Access & Inclusion Support Team Manager
    • Provide costs for budget
    • Prepare paperwork for Group Welfare
    • Roster staff in in wellbeing centre throughout Jamboree 2025
    • Ensure wellbeing kits provided to groups
    • Manage accurate record keeping of all support provided and provide to Administration Team Manager
    • Ensure information on requirements of youth and adults with disabilities and additional support needs is clear – see Access & Inclusion Support Manager
    • Maintain records of special medical/dietary/cultural needs related to Welfare and liaise with Catering Team Manager and Access & Inclusion Support Team Manager.
    • Ensure appropriate facilities in place to support the wellbeing of adults at the event

    International Team Manager

    • Provide information to GGA for WAGGGS
    • Liaise with GGA National Coordinator - International
    • Assist with maintaining database and accurate record keeping of international participants
    • Ensure transport requirements of arrival and departure are confirmed
    • Ensure International participants are aware of visa / travel requirements
    • Manage hospitality of pre/post camp stays by International Participants
    • Liaise with Group Leaders and team international staff
    • Ensure all International participants are advised of onsite requirements re presentations, marquee displays, activities during cultural day etc
    • Ensure all cultural and religious needs are advised to LIC/JEC/Group Leaders for provision requirements (ie prayer tent, catering)
    • Liaise with Logistics to ensure international participants are met at terminal and transported to camp or pre-camp location
    • Support the compliance activities required for international attendees

    Equipment Team Manager

    • Manage camping Equipment – borrowed from Regions if needed
    • Verify compliance of any borrowed equipment including relevant checks/maintenance
    • Manage camping Equipment – hired (marquees, chairs, tables, lighting, cool rooms, catering)
    • Liaise with Group Leaders and team Equipment staff
    • Ensure maintenance of hired equipment is available
    • Provide costs for budget
    • Maintain a records of where equipment came from, where to be returned to.
    • Ensure all equipment is tagged prior to being provided to Group / area sites
    • Manage provision of equipment to Group sites and activity areas
    • Maintain a database of which equipment was provided and ensure all is returned
    • Manage any maintenance or repairs required throughout Jamboree 2025
    • Manage the re-distribution of equipment post Jamboree

    Hygiene Team Manager

    • Manage hire of toilets – ensure appropriate and accessible
    • Manage hire of showers – ensure appropriate and accessible
    • Ensure maintenance of hired toilets and showers is available
    • Ensure onsite management of water is maintained
    • Provide costs for budget
    • Ensure rubbish disposal / recycling is provided in line with environmental guidelines
    • Liaise with Group Leaders and team Hygiene staff
    • Ensure cleaning and consumables are supplied
    • Ensure security or exclusion netting is erected where necessary during Jamboree 2025
    • Manage all relevant areas of responsibility in line with current public health advice including pandemic considerations.

    Catering Team Manager

    • Prepare menu for Jamboree
    • Maintain database of special medical/dietary/cultural needs related to catering and liaise with Welfare & Wellbeing, First Aid, and Access & Inclusion Support Team Managers.
    • Ensure Central Catering team (preparing meals) have completed a Safe Food Handling course or similar
    • Ensure food is stored appropriately ie at correct temperature and appropriate arrangement within storage facilitiesPrepare catering booklet for Group Caterers (copies for Sub camp)
    • Provide Equipment Team Manager with a list of all equipment required for Sub-camp Caterers to prepare meals
    • Provide costs for budget
    • Source food from local providers wherever practical and financially equitable
    • Liaise with Group Leaders and team Catering staff
    • Appoint Special Diets Coordinator to manage focus on special diets requirements
    • Ensure that special diets are appropriately managed, and that risk of contamination is mitigated

    Logistics Team Manager

    • Manage the bump in and bump out of all suppliers, equipment, etc as required
    • Appoint coordinators to manage specific areas of Logistics
    • Liaise with Administration Team Manager to ensure database kept up to date
    • Manage arrival/departure of all participants
    • Liaise with Group Leaders
    • Transport of equipment on and off site and around site as required
    • Liaise with Catering Team Manager re provision of transport/movement of food/drink
    • Manage risk and financial aspects of Logistics

    Transport Team Manager

    • Manage the transport/movement of youth and adults to and from camp
    • Appoint coordinators to manage specific areas of Transport
    • Liaise with Administration Team Manager to ensure database and relevant record keeping is kept up to date
    • Transport/movement of youth and adults to and from program activities
    • Liaise with Group Leaders
    • Manage risk and financial aspects of Transport
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